Constitution of McMaster Musical Theatre by dandanhuanghuang

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									                                      CONSTITUTION
      COMMUNITY HEALTH & EPIDEMIOLOGY GRADUATE STUDENTS’ SOCIETY


Preamble:      The Community Health & Epidemiology Graduate Student Society is a student
               organization which operates under the Dalhousie Association of Graduate Students, at
               Dalhousie University. Its purpose is to provide all students in the Department of
               Community Health & Epidemiology the opportunity to take part in both social and
               academic group activities.

Article I:     NAME

               The name of the organisation is the Community Health & Epidemiology Graduate
               Students’ Society, henceforth referred to as CH&E Society.

Article II:    PURPOSES

               The purposes of CH&E Society are:
               a. To provide an inclusive forum for students in the Department of Community
                  Health & Epidemiology to participate in social and academic activities
               b. To represent the students in the Department of Community Health &
                  Epidemiology on the Dalhousie Association of Graduate Students Council, and in
                  the Dalhousie Students’ Union

Article III:   MEMBERSHIP

               Membership in the CH&E Society is restricted to those individuals who are:
               a. Registered as either full-time or part-time students in the Department of
                  Community Health & Epidemiology
               b. All members have the right to hold any position as an Executive, providing that
                  they commit to completing all Executive duties as required

Article IV:    ORGANIZATION

               Section One: Description of Society
               a. The Executive Council: The primary responsibilities of the executive council are
                  to: ensure a smooth hand-over to incoming council, manage the organizational
                  and financial aspects of the club, represent the interests of CH&E members to
                  DAGS and the DSU, and coordinate social and academic events that correspond
                  to the interests of the members.
               b. The Members: The primary responsibilities of the members are to: actively
                  participate in CH&E society events, express interests and concerns to the
                  Executive Council.

               Section Two: Responsibilities of Elected Officials
               a. Three (3) Graduate Representatives (Full Year, May-April)


Constitution of the CH&E Graduate Students’ Society                                                  1
              Due to the small size of the CH&E department, the executive council will contain
                 three representative positions of equal responsibility, and will not organize the
                 council using formalized positions (i.e. President, Vice-President). Portfolios will
                 be designated by the three elected members in accordance with interests and
                 skills. The following are the responsibilities of the Elected Officials.

                     i.    Ensure the transition from previous council runs smoothly
                     ii.   Apply for society ratification with both DAGS and the DSU
                     iii.  Attend DAGS Council meetings (monthly)
                     iv.   Oversee and assist with all social and academic activities organized by
                           the Executive Council
                     v.    Be one of the signing authorities on the CH&E Society Account
                     vi. Work with the Executive Council to establish a budget
                     vii. To take the position of Returning Officer (i.e. facilitate elections)
                     viii. Responsible for the finances of the club (collect receipts/issue cheques,
                           update ledger and complete DAGS audits)
                     ix. Perform any other duties incident to the office or as required by the
                           Executive Council

              b. Two (2) Incoming Class Graduate Representatives (Half Year, Sept-April)
                      i. Oversee and assist with all social and academic activities organized by
                          the Executive Council
                      ii. Perform any other duties incident to the office or as required by the
                          Executive Council

              c. Executive Advisor (Half Year, May-October)
                    i.    Non-Voting member of the Elected Councils
                    ii. Likely a past Executive Council member who can offer guidance in the
                          transition between previous and incoming councils
                    iii. Assists members of Executive Council within any portfolio
                    iv. The range of responsibilities of the Executive Advisor is determined by
                          the Executive Council

Article V:    ELECTIONS

              Section One: The Executive Council (Spring Election)
              a. Timing
                     i.    The Executive Council elections shall be held at the end of March to
                           select the incoming council for the following academic year
                        1. Positions to be elected:
                                 a. Graduate Representatives (3)
              b. Eligibility
                     i.    Any individual who is a currently registered as a student (full-time or
                           part-time) in the Department of Community Health & Epidemiology is
                           eligible to run for these positions, provided they will be registered in the
                           program for both academic terms (Fall & Winter) of the upcoming year.
              c. Personnel


Constitution of the CH&E Graduate Students’ Society                                                    2
                    i.   Elections shall be coordinated by the outgoing elected officials
              d. Procedure
                    i.   Notification
                                   1. Three weeks prior to the selected dates of the election an e-
                                      mail shall be sent by the Executive Council to the members
                                      of the CH&E Society to indicate the following:
                                         A. Date of the election
                                         B. Number of positions available
                                         C. Descriptions and terms of office
                                         D. Deadline for nominations
                                         E. Election procedures
                    ii. Nominations
                                   1. Nominations may be made with the Returning Officer in
                                      person or electronically (e-mail)
                                   2. A date and time shall be set prior to the election date as the
                                      due date for final submission of nominations no less than
                                      seven days prior to the election
                                   3. A list of all nominated candidates will be placed on the
                                      bulletin board outside the main office (4th floor) and e-
                                      mailed to all members of the CH&E Society
                    iii. Speeches
                                   1. No speeches will be given in person.
                                   2. Nominees for all positions have the option to submit a short
                                      statement (300 words) indicating their motivation for
                                      pursuing office, and their plan of action for the society
                                   3. Statements shall be submitted to the Returning Officer and
                                      will be circulated to all CH&E Society members prior to
                                      the election
                    iv. Voting
                                   1. All positions with nominees shall be voted on via email
                                   2. Voting will be completed over a one week period, and will
                                      be administered and supervised by the Returning Officer
                                   3. The Returning Officer is responsible for ensuring all those
                                      who are voting are legitimate members of the CH&E
                                      Society
                    v.   Counting of Votes and Notification
                                   1. Votes shall be counted by the Returning Officer
                                   2. A victory will be considered as follows:
                                         A. Fifty percent of the vote plus one vote OR
                                         B. A plurality where the nominee with the most votes
                                            has at least a 5% of the total number of votes margin
                                            of victory over the next highest candidate
                                   3. In the event of a tie between two candidates (less than 5%
                                      margin of victory where there are more than two
                                      nominees), a repeat vote shall be held between the two tied
                                      or highest two candidates. The repeat vote shall follow the
                                      same procedure as an election.


Constitution of the CH&E Graduate Students’ Society                                                3
                                   4. Proxy voting is not permitted
                                   5. Announcement of results should be made public
                                       immediately following the counting of the votes
                                   6. The number of votes for each nominee should not be made
                                       public
                     vi.   Terms of Office
                                   1. Graduate Representatives (3): One full year (May to April)

              e. Appeals
                    i.   Appeals may be submitted to the Returning Officer by unsuccessful
                         candidates for 48 hours following the election.
                    ii. If deemed to have merit, the Returning Officer with the agreement of the
                         majority of the election personnel may annul the result of the election
                         and hold a repeat vote.

              Section Two: The Executive Council (Fall Election)
           a. Timing
                     ii. The Executive Council elections shall be held at the end of October to
                            select the incoming council for the following academic year
                          1. Positions to be elected:
                                  a. Incoming Class Representatives (2)
          b. Eligibility
                     i.     Any individual who is a currently (and preferably newly) registered as a
                            student (full-time or part-time) in the Department of Community Health
                            & Epidemiology is eligible to run for these positions, provided they will
                            be registered in the program for both academic terms (Fall & Winter) of
                            the upcoming year.
          c. Personnel
                     ii. Elections shall be coordinated by the current Executive Council
          d. Procedure
                     vii. Notification
                          1. Three weeks prior to the selected dates of the election an e-mail shall
                              be sent by the Executive Council to the members of the CH&E Society
                              to indicate the following:
                                             F. Date of the election
                                             G. Number of positions available
                                             H. Descriptions and terms of office
                                             I. Deadline for nominations
                          J. Election procedures
                     viii. Nominations
                          2. Nominations may be made with the Returning Officer in person or
                              electronically (e-mail)
                                        iii. A date and time shall be set prior to the election date as
                                           the due date for final submission of nominations no less
                                           than seven days prior to the election




Constitution of the CH&E Graduate Students’ Society                                                   4
                                      iv. A list of all nominated candidates will be placed on the
                                        bulletin board outside the main office (4th floor) and e-
                                        mailed to all members of the CH&E Society
                     ix.   Speeches
                         1. No speeches will be given in person.
                         2. Nominees for all positions have the option to submit a short statement
                            (300 words) indicating their motivation for pursuing office, and their
                            plan of action for the society
                         3. Statements shall be submitted to the Returning Officer and will be
                            circulated to all CH&E Society members prior to the election
                     x. Voting
                         1. All positions with nominees shall be voted on via email
                         2. Voting will be completed over a one week period, and will be
                            administered and supervised by the Returning Officer
                         3. The Returning Officer is responsible for ensuring all those who are
                            voting are legitimate members of the CH&E Society
                     xi. Counting of Votes and Notification
                         1. Votes shall be counted by the Returning Officer
                         2. A victory will be considered as follows:
                                a. Fifty percent of the vote plus one vote OR
                                b. A plurality where the nominee with the most votes has at least
                                    a 5% of the total number of votes margin of victory over the
                                    next highest candidate
                         3. In the event of a tie between two candidates (less than 5% margin of
                            victory where there are more than two nominees), a repeat vote shall
                            be held between the two tied or highest two candidates. The repeat
                            vote shall follow the same procedure as an election.
                         4. Proxy voting is not permitted
                         5. Announcement of results should be made public immediately
                            following the counting of the votes
                         6. The number of votes for each nominee should not be made public
                     xii. Terms of Office
                         1. Incoming Class Representatives (2): Half year (October to April)

          e. Appeals
                   iii.    Appeals may be submitted to the Returning Officer by unsuccessful
                           candidates for 48 hours following the election.
                     iv.   If deemed to have merit, the Returning Officer with the agreement of the
                           majority of the election personnel may annul the result of the election
                           and hold a repeat vote.

Article VI:   REMOVAL/WITHDRAWAL OF ELECTED POSITIONS

              Section One: The Executive Council
              It may be necessary at some point for a member of the CH&E Society Executive
              Council to be removed. Reasons may include members not fulfilling their



Constitution of the CH&E Graduate Students’ Society                                                  5
              responsibilities, not attending meetings or acting in a fashion inappropriate for a
              member of the Executive Council

             a. All of the following criteria must be met prior to any action being taken to initiate
                 the removal of any Executive Council Member:
                            A petition signed by 50% +1 of the Members of CH&E Society
                            A special majority of the remaining members of the Executive Council
                            Consultation with the CH&E Graduate Coordinator and/or CH&E
                               Department Head
                      i. With the exception of gross inappropriate behaviour, at least 1 verbal and
                           1 written warning should be issued by the Executive Council at least one
                           month apart to the Executive Council Member in question to indicate
                           deficiencies
                      ii. To impeach an executive council member, a simple majority at an open
                           meeting must be passed.
                      iii. Any officer up for impeachment may speak for no more than three (3)
                           minutes in their own self-defence prior to the society vote on the motion to
                           impeach.
             b. Any Executive Council Member who withdraws from the Department of
             Community Health & Epidemiology prior to the beginning of the school year, fails a
             year or takes a leave of absence longer than one month may be removed from his/her
             office at the discretion of the Executive Council.
             c. Any Executive Council Member may withdraw from his/her position by
             submitting a letter of resignation to the Executive Council. In the event a member of
             the Executive Council is removed or withdraws:
                     i. An e-mail shall be sent to all members indicating that a Executive Council
                          Member has stepped down
                     ii. The DAGS Office shall also be notified of the status change by Executive
                          Council
                     iii. The responsibilities of the removed/withdrawn Executive Council Member
                          shall be divided amongst the remaining Executive Council Members until a
                          replacement can be found.
                     iv. An electronic by-election shall be held as soon as possible to fill the vacant
                          position if deemed necessary by the Executive Council
                           1. A removed Executive Council Member may not run for election in the
                               by-election to replace them

Article VII: MEETINGS AND DUTIES

              Section One: Transition from Outgoing Council
              a. Following elections, the outgoing Executive Council will schedule a meeting with
                 the incoming Executive Council to discuss important information and ensure a
                 smooth transition
              b. The outgoing Executive Council will schedule an appointment at the RBC on
                 Spring Garden, at which all outgoing and incoming signing authorities should be
                 present to transfer financial control



Constitution of the CH&E Graduate Students’ Society                                                  6
                 i. If outgoing Executives can not attend this meeting, it is appropriate to provide
                    a signed letter (by all signing authorities coming off the account) which
                    acknowledges the agreement to be removed as an authority on the CH&E
                    Society account. This letter must contain the Account number, names of both
                    incoming Executives, and the signatures of all outgoing Executives.
              c. The meeting shall cover the following
                    i.    Deadlines for audits, and society ratification
                    ii. Financial status (state of audit material)
                    iii. Review of the CH&E Society ledger
                    iv. A handover of all materials related to CH&E Society

              Section Two: CH&E Student Orientation
              a. The Executive Council is responsible for organizing student activities to coincide
                 with the departmental orientation.
              b. A one-hour information session will be organized by student Executives
              c. An orientation social event will be organized

              Section Three: Year Operations
              a. All members of the CH&E Society should be encouraged to propose and assist in
                 facilitating student activities
              b. Events deemed appropriate by the CH&E Executive Council will receive support
                 from the budget
              c. The Executive Council is responsible for organizing at least 2 events per semester,
                 and attending to needs as indicated by the student members
              d. Meeting with Graduate Coordinator

              Section Four: Regular Executive Council Meetings
              a. The Executive Council will meet monthly, and will discuss upcoming events and
                 activities
              b. These meetings will be open to the entire student body, and any student concerns
                 or interests are invited to be brought to this forum.
              c. Quorum for regular executive council meetings is two-thirds of the Executive
                 Council present

              Section Five: Open Meetings of the CH&E Society
              a. An open meeting of the CH&E society may be called by a petition signed by 50%
                 +1 of the Member of the CH&E Society
              b. Open meetings may be called for any reason, except elections
              c. Once a petition has been presented to the Executive Council, the open meeting
                 must be called within fourteen (14) days
              d. Quorum for open meetings is two-thirds of the Executive Council and a minimum
                 of seven (7) members (including executive council) present
              e. A simple majority is required for all motions including impeachments, and
                 amendments to the constitution.

Article X:    FINANCES



Constitution of the CH&E Graduate Students’ Society                                                   7
              a. The CH&E Society fiscal year begins on May 1 and ends on April 30
              b. All income and expenditures shall be tracked by the designated Treasurer
              c. Signatories on the CH&E Society account shall be all three Graduate
                 Representatives
              d. All payments must be receipted, invoiced or approved in the minutes of a meeting
              e. The Executive Council have discretionary spending authority, however, all
                 expenditures must be approved at the next Executive Council meeting


Article XI:   CONSTITUTIONAL AMMENDMENTS AND ENACTMENT

              a. Amendments to the constitution of the CH&E Society may be made following a
                 successful vote (simple majority in favour of those who choose to vote, 50% +1)
                 at a general meeting or via email. This vote is open to all members of the CH&E
                 Society, with a minimum of seven (7) members (including at least two-thirds of
                 executive council) present.
              b. Enactment of the constitution requires a vote open to all members of the CH&E
                 Society
                     i.   Prior to any vote to enact the constitution, the constitution must be made
                          available to all members of the CH&E Society for a period of no less
                          than seven days (7).
                     ii. Any amendments must be highlighted in the copy that is made available.
              c. This constitution may NOT be suspended




CONSTITUTION LAST AMENDED: 2 September 2011

2010-2011 Executive Council: Mark Corkum, Lisa Currie, and Nirupa Varatharasan
2011-2012 Executive Council: Alex Borwein, Austin Zygmunt, and Catherine Brown




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